Legal Operations Manager

Kaplan Kirsch LLP is a fast-growing national law firm devoted exclusively to helping clients solve problems involving the nation’s most complex and high-profile projects in transit, rail, real estate, land use, infrastructure, project financing, airports, renewable energy, environmental, conservation, and tribal law. The Firm’s work is often highly visible to the public. The work we do is rewarding and we are tremendously proud of the superior services our team is able to provide to our clients. Our Firm strongly values our colleagues, as well as our clients. We believe that when you enjoy working with a great team, and know that your contributions make a difference, your professional life can and should be enjoyable and rewarding. We are proud to be recognized for both the quality of our work and a strong spirt of collaboration across all of the members of our team.

Summary/Objective

We’re looking for a highly organized and proactive Operations Manager to provide comprehensive support to the Chief Operating Officer (COO) and assist with driving strategic initiatives, efficiencies and assist with overseeing the organization’s daily operations.

In addition, the Operations Manager is responsible for the day-to-day management of the firm's legal assistant administrative staff, temporary administrative staff, and interns as needed. This role is responsible for ensuring the teams deliver timely, high quality work, and in conjunction with the COO, to optimize resource utilization through implementation of firm wide operational procedures that increase efficiency.

Administration & Communication

• Manage COO calendar, including meetings, key deadlines and deliverables; coordinating with both internal and external stakeholders on logistics, scheduling and rescheduling as needed.
• Prepares, edits, and formats correspondence, reports, presentations, and other business documents.
• Coordinates with internal and external stakeholders for seamless communication, serving as the primary point of contact on behalf of COO.
• Assists with budgets, provides payroll, HR and accounting support, expense management and follow-up.
• Handles all responsibilities with a high degree of professionalism, discretion, and confidentiality.
• This role will have access to extremely sensitive information and demands the utmost respect for privacy regarding internal protocols.

Supervision of Legal Support Staff

• Supervise daily activities of the legal administrative support team (legal assistants, and potentially temporary staff and interns as needed); coordinating assignments to ensure balanced workload allocation; manage OT and facilitate support.
• Manage staff schedules to maintain an appropriate level of staffing in the office.
• Assist in recruiting, hiring and training new legal staff, fostering an organized and skilled team.
• Evaluate current team processes and identify, design and implement strategic operational solutions to eliminate inefficiencies.
• Assist with designing engaging training documents for the administrative staff. Provide training and ongoing professional development. Supervise, train, mentor, and coach staff to ensure team members are meeting performance standards.
• Assist with conducting employee performance evaluations, seeking input from the attorneys; providing comprehensive, respectful and direct but supportive feedback, counsels employees as appropriate.
• Stays informed about legal industry trends, technological advancements and regulations affecting the legal administrative support functions.

Strategy, Operations & Project Management

• Proactively provide research, collect, analyze and synthesize data to provide relevant reporting and support to COO for informed and strategic decision-making.
• Assist with monthly data reporting to ensure accuracy and timely deliverables. Coordinate with different departments to ensure seamless communication and project execution.
• Supports the COO with the implementation of projects and overall project management of key projects within scope, time, and budget.
• Develop and monitor key performance indicators (KPIs) to track organizational progress and prepare status and outcome reports for stakeholders.
• Assist with design and implementation of operating systems and processes.
• Assist with the launch of new tools, technologies and initiatives.

Other Duties

Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• 6- 9 years of office administration experience in a law firm.
• Experience leading, supervising, and managing a team required.
• Bachelor’s degree in Business or four-year college degree with equivalent experience.
• Familiarity with law firm operations, HR practices and financial data analysis and workflows
• Tech Savvy: Advanced proficiency in Excel and PowerPoint (i.e. database analysis and manipulation and presentation design)
• Exceptional data entry skills with a high degree of accuracy, efficiency, attention to detail and quality of work.
• Displays good judgment and a high degree of trustworthiness, a positive, no-drama attitude and the discretion to handle sensitive matters.
• Has exceptional interpersonal, organizational, and written skills, and is comfortable interacting with lawyers and professionals at all levels of leadership.

Work Environment

Kaplan Kirsch has a strong team-oriented environment that is cultivated by all team members. Our firm’s employees are proud of collaborating to serve firm clients. Our commitment to teamwork allows us to draw from multiple fields of experience from our range of practice areas, ensuring our ability to meet each client’s individual needs. Our team approach enables us to evaluate a situation from several points of view until we discover the advantage that makes the difference for our client.

Position Type/Expected Hours of Work

Regular business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including lunch hour. This is a full-time exempt position working from either our Denver, DC, or New York office.

Travel

Some out-of-area and overnight travel may be needed to visit other offices, attend conferences or other professional functions.

Salary Range: $100,000-$130,000 annually. The final salary will be commensurate with education and experience. We are currently working in a hybrid environment, which may allow for remote work as business needs allow. We offer medical, dental, vision, HSA, FSA, STD, LTD, group term life insurance, 401(k), flexible PTO, and parental leave. The firm will also cover some public transportation costs.